2020/2021 Compliance Announcement - Desk based checks
On the direction of the Department of Children, Equality, Disability, Integration and Youth (DCEDIY) formerly DCYA, the Pobal Compliance team are commencing compliance activity on programme funding currently administered to Early Learning and Care (ELC) and School Age Childcare (SAC) services.
Compliance checks will be undertaken in respect of some or all of the following Programmes i.e.
For the 2020/2021 cycle, the ECCE programme is administered on the Hive on the Early Years Platform (EYP). The CCSP/CCSU/CCSR & TEC Saver programmes are administered through the Programme Implementation Platform (PIP). To assist in meeting compliance requirements, it is important that participating services on any of the above programmes familiarise themselves with the following:
Compliance approach during COVID-19 pandemic
As the COVID-19 pandemic continues to impact the country, the compliance process has been temporarily revised to take account of the current public health situation and guidance available. As compliance activity recommences, the safety of children and ELC/SAC/Pobal staff in settings remains paramount.
Therefore, the following approach will apply to compliance activity until further notice:
What will services selected for compliance desk based checks need to do?
What is involved in the Pobal compliance desk based checks process?
How will a service be notified of the compliance outcomes?
Please note that being selected for a desk based compliance check does not preclude a service from being selected for an onsite visit at a later date. There will be a further PIP announcement to advise when unannounced site visits will recommence.
Compliance Guides for Service Providers/Checklists
The Compliance Guides for Service Providers relating to standard onsite compliance visits have been revised for this cycle and are being finalised for publication. A further announcement on these documents will follow shortly at which time the documents will be uploaded to PIP and the Hive systems for information purposes.
Saver Management Windows (SMWs)
The compliance checks on CCSP/CCSU/CCSR and TEC Saver registrations take account of Saver Management Windows (SMW) timelines as outlined in the relevant rules and announcements on PIP. ELC and SAC service providers are reminded that any CCSP/CCSU/CCSR and TEC Saver registrations that require updating to meet compliance with the relevant programme rules should be updated on PIP during the applicable Saver Management Window.
National Childcare Scheme (NCS)
A further update will be issued in advance of checks commencing on NCS. It is important that all required documentation is maintained from the commencement of registrations under this scheme
8. What will the compliance/verification requirements be?
The ELC/SAC service must retain evidence of compliance with the terms and conditions of these FAQs and agreements with regard to enhanced funding arrangements. The ELC/SAC service shall allow access to relevant financial and other records for this purpose, and shall facilitate and co-operate with verification as required. Records should be readily available for the purpose of our visits in order to minimise any disruption to service provision. If onsite verification is not deemed practicable at the time of compliance checks then the service should produce such documentation upon request by emailing all requested documentation to Pobal to facilitate desk based checks as necessary.
19. What evidence/documentation will be required by the service to be retained for the compliance/verification checks?
Open and providing ELC and SAC and maintaining places for children not attending
Retain evidence of correspondence sent to parents/ guardians/ sponsors informing them that the service will remain open for children of essential workers, children availing of ECCE and vulnerable children
Retain evidence of correspondence was sent to parents/ guardians/ sponsors informing them that places will be maintained for children not attending services for the duration of the Funding agreement Parental Fees
Retain evidence of correspondence (email/letter/text message) sent to parents/guardians outlining that they will not be charged fees from the period 8 March 2021–28 March 2021 for any children who are not attending the service, whether or not they are receiving subsidy under any of the following DCEDIY funding schemes – ECCE, NCS, CCSP and TEC. Make all reasonable effort to retain all of the staff in the service
Retain evidence of correspondence (letter/email/text) sent to staff indicating that they will be retained on payroll for the duration of the agreement
Retain payroll records to be made available for compliance checks for the Programme year 2020/2021. 13 Evidence of reasonable efforts to engagement with staff
Evidence of reasonable efforts to engage with staff not attending premises should include at least one email/letter/text to your staff informing them of Continuing Professional Development activities and request that they complete a CPD course if possible.